Job Description
Offshore APM Coordinator
Application Portfolio Management (APM) Office
Position Summary
The Offshore APM Coordinator provides operational and reporting support to the Application Portfolio Leads. This role serves as the central coordination point for portfolio activities, ensuring consistent communication, documentation, reporting, and follow-through across multiple workstreams at the direction of the Portfolio Director.
The coordinator partners closely with Portfolio Leads and stakeholders to maintain portfolio visibility, coordinate with governance activities, track decisions and actions, manage repositories, and enable timely status reporting.
This role is ideal for a highly organized individual with strong project coordination, reporting, modern workplace tools, and stakeholder management skills.
This role serves as the operational backbone for Portfolio Leads by managing the execution rhythm, reporting cadence, RAID discipline, action tracking, and repository structure needed to keep APM workstreams coordinated and leadership ready. It is an analyst/coordinator-level rolenot a Project Manager role—focused on enabling Portfolio Leads and Enterprise Architects to spend more time on rationalization, stakeholder engagement, and strategic portfolio decisions.
Key Responsibilities
Portfolio & Program Coordination
- Facilitate and coordinate daily standups, working sessions, and portfolio reviews.
- Capture meeting notes, actions, decisions, risks, and dependencies.
- Track action items through completion and escalate overdue items.
- Coordinate work across multiple portfolio initiatives and teams.
- Maintain portfolio calendars and schedules and coordinate with governance.
RAID Management
- Maintain portfolio RAID logs (Risks, Actions, Issues, Decisions).
- Capture Assumptions and Dependencies as directed.
- Ensure mitigation plans, owners, and target dates are maintained.
- Prepare RAID summaries for leadership reviews and governance forums.
- Escalate unresolved issues requiring leadership attention.
Reporting & Metrics Management
- Coordinate weekly, monthly, and quarterly reporting activities.
- Collect progress updates from workstream leads.
- Consolidate portfolio metrics into dashboards.
- Track milestones, deliverables, savings initiatives, rationalization progress, data quality metrics, and governance KPIs.
- Validate reporting accuracy and completeness before publication.
SharePoint & Repository Administration
- Maintain SharePoint sites, document libraries, and team repositories.
- Manage folder structures, permissions, templates, and document standards.
The following activities will be coordinated with the Governance team.
- Ensure governance artifacts are properly stored and version controlled.
- Maintain meeting records, decisions, scorecards, and governance evidence.
- Support audit readiness and document retrieval activities.
Stakeholder Communication
- Support communications between Portfolio Leaders, Enterprise Architects, Service Owners, and business stakeholders.
- Follow up on outstanding requests and information needs.
- Provide status updates and reminders to stakeholders.
- Help coordinate workshops, assessments, and portfolio review sessions.
Calendar Management
- Maintain APM core team PTO and travel schedules.
- Align core team, portfolio team, and executive meetings.
- Align governance meetings.
Required Qualifications
Education
- Bachelor’s degree in information technology, Project Management, or related field preferred.
Experience
- Experience maintaining RAID logs, action trackers, and executive reporting packages.
- 3+ years of large project or program coordination, portfolio coordination, or related experience.
- Experience working in global, distributed teams.
Nice to Have
- Experience supporting Application Portfolio Management, Enterprise Architecture, or IT Governance organizations.
- Knowledge of application lifecycle management concepts.
Technical Skills
Must Have
- Microsoft Teams, SharePoint, Excel, and PowerPoint.
- Smartsheet, Azure DevOps, Jira, and ServiceNow ticketing.
- Power BI, with basic reporting experience preferred.
Preferred
- Microsoft Planner or similar task management tools.
- Modern work management platform experience, such as Asana or Monday.com.
- Familiarity with OrbusInfinity.
Professional Skills
- Work independently and remain self-motivated.
- Demonstrate strong meeting facilitation skills.
- Maintain excellent organizational and follow-up capabilities.
- Communicate effectively in written and verbal formats.
- Manage multiple priorities simultaneously.
- Maintain strong attention to detail and documentation discipline.
- Work comfortably with senior leaders and cross-functional teams.
Success Measures
The Offshore APM Coordinator will be measured on:
- Timely, high-quality weekly reporting is delivered.
- Action item closure rates are improved.
- RAID logs are accurate and maintained.
- Status reporting materials are kept ready for review.
- Repositories remain complete and audit-ready.
- Stakeholder satisfaction is supported through timely follow-up and coordination.
- Portfolio information quality is improved.